WHEELER SADDLE CLUB CONSTITUTION AND BY-LAWS
Wheeler Saddle Club
PO Box 861670
Wahiawa, HI 96786
ARTICLE I
NAME AND PURPOSE
Section 1. The name of this non-profit private organization is Wheeler Saddle Club (WSC)
Section 2. The purpose of this organization shall be: WSC equine stable is a non-profit private
organization that serves the military community by providing a friendly and cooperative equine facility
where authorized patrons can stable their horse(s) for a designated membership fee and monthly work
hours.
ARTICLE II - GENERAL PROVISIONS
Section 1.
State and federal law as well as all applicable installation rules and regulations will cover
the liability requirements and determinations at WSC. In addition, the individuals who
engage in horse related activities on stable grounds will sign a liability waiver.
Section 2.
Wheeler Saddle Club (WSC) will reimburse the US Army for all utilities and expenses
incurred by WSC, unless use is incidental.
Section 3.
WSC will neither propagate extremist activities nor advocate violence against others or the
overthrow of the Government.
Section 4.
WSC activities will not seek to deprive individuals of their civil rights.
Section 5.
All prospective members shall provide the following documents as a condition of inprocessing prior to arrival of a horse:
a. Applicants will provide proof of $50,000 (minimum per adult participant in any
equestrian activity) personal liability insurance (current policy or insurance card).
b. Applicants will provide proof of current vaccinations and de-worming.
c. Applicants and family members will sign a liability waiver.
d. Applicants will sign an acknowledgement of receipt/understand and agree to abide by
the WSC constitution and by-laws.
e. Proof of ownership of incoming horse (vet records, bill of sale, lease agreement,
receipt, etc)
Section 6. Guests: All guests and non member riders, prior to participating in horse related activities, must
sign a liability waiver. Sponsor will ensure that this waiver is given to the secretary in a timely manner.
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Section 7.
No unauthorized firearms or deadly weapons will be permitted on WSC property.
Section 8.
Rider safety: WSC recommends that anyone participating in any mounted equine activity
wear an approved ASTM/SEI safety helmet. However, the wearing of an approved helmet is
mandatory regardless of age, when engaged in jumping, regardless of the heights of the jumps. At all
times, riders under the age of 18 are required to wear an approved ASTM/SEI helmet.
Section 9.
Members and their guests will ensure pets do not stray from their barn/paddock area and all
pet waste is cleaned up and properly disposed of. No domestic pets or livestock will be
allowed to board at WSC without approval of WSC Board. All barn cats must be spayed or
neutered with a chip implant and approved by the board. Each cat owner must provide
proof of chip/spay/neuter, monthly flea treatment and current vaccinations. Cat
vaccinations must be kept current. Vaccination and monthly flea treatment records must be
provided to WSC Medical Records board member. Personal pets will not remain overnight
at WSC. Dogs must be kept on a leash. Livestock other than horses are not permitted, by
the order of the Schofield Base Veterinarian.
Section 10. Disputes will come before the board or HPD/MPs if applicable. Inappropriate reporting of
disputes are grounds for dismissal by the board.
Section 11.
All members are to pay monthly dues by the 1st of the month.
Section 12.
All members are to participate in workdays.
Section 13. All members are to be a good neighbor, that is, to treat other members with cordiality and
consideration and to respect their property and the common property of WSC.
Section 14. All members will provide humane treatment to their own horses and authorized pets
and keep them in good health as documented by an equine vet and keep their environment
in clean condition in accordance with HRS 711.1109
Section 15.
WSC permanent property will not be altered or relocated without prior approval of the
WSC Board.
Section 16.
Fire prevention and control procedures: On a monthly basis, the WSC fire marshal will
conduct an inspection to ensure the facility is maintaining correct fire prevention
procedures IAW Army Regulation 385 10. No campfires, fire pits and unattended open
flame are allowed. No smoking within barns or common areas or within any structure
where hazardous and combustible materials are stored. Dispose of cigarette butts
properly. Storage containers of combustible liquid will not be stored in/around
members’ barn, these items will be stored in the hazmat shed.
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Section 17. No WSC equipment will be used for personal use outside the WSC area at any time.
Section 18. The maintenance of individual paddocks and barns are the responsibility of the
occupants. All members are responsible for the physical security attractive appearance,
care and maintenance of his/her barn/paddock and for ensuring that barn/paddock
conditions create a safe and sanitary environment for horses. All conditions that could
endanger a horse must be eliminated immediately. Basic standards on unattended horses
include the following:
a. Members must place all concentrate type feeds (all types of grain, complete pellets,
calf manna, etc.) in enclosed containers. If leaving feed outside of their tack rooms
for future feedings; please place your concentrated feed inside a closed
container.
b. Barn lanai is clean and neat.
c. Barn building and fences are properly maintained.
d. Leaking water lines are repaired.
e. WSC work tools/equipment are cleaned and safely stored after use.
f. Manure is cleaned up and dumped at the specific location at least every forty-eight
hours (48 hrs).
g. Grass/weeds are maintained no higher than eight inches.
h. Recommended water troughs of +35 gals for horses remain clean and readily
available for the horses; horses will not be without water for any period of time.
i. Every boarder shall post a sign on his/her barn which includes: name of boarder,
horses name, home/wk phone # and vet phone #.
j. Horses will not be left unattended with halters on
J. Water consumption for watering is limited to 15 min/day or 30 min/every other
day.
Section 19. Single expenditures under $500 can be approved by the WSC Treasurer and must have coapproval of the WSC President or Vice President. Expenditures $500 and over will require
approval by the board. Recurring expenditures that will amount to $500 and over during
the fiscal year will require approval by the board.
Section 20. A family member over 18 years of age must be present at the stable when guests are in the
WSC area. All guests must sign liability waivers (Attachment 1) before riding any club
member's horse or using any club facilities or equipment.
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Section 21. Family members 14 years and older are allowed to ride without adult supervision;
however, they cannot supervise younger family members when the child is riding. WSC members are
responsible for the actions of their family members.
Section 22. WSC members are responsible for all actions of their guests actions at all times. A family
member over 18 years of age must be present with relatives or guests. All non member
riders must sign a liability waiver prior to riding any horse or using any stables facilities or
equipment and it must be filed with WSC. If a WSC member fails to have his/her guest
sign a waiver of liability (Attachment 1) and an accident or injury occurs to that guest, the
WSC member will be responsible for any and all claims, demands, damages, and actions
caused by actions or suits of any kind arising from or occurring as a result, directly or
indirectly, of the guest's use of the WSC member's horse(s) on WSC property or use of any
WSC facilities or equipment with member's prior knowledge.
Section 23.
Unauthorized personnel are not allowed to visit other paddocks without permission of that
paddock's sponsor.
Section 24. Club members have priority over guests for use of riding facilities, consideration for
guests is appreciated.
Section 25. WSC trainers and instructors must have their current trainer/instructor liability insurance on
file with and obtain approval of the WSC Board to provide lessons to members and nonmembers. NON MEMBERS are required to sign a liability waiver prior to participation in the
lesson. A trainer/instructor is anyone who accepts renumeration for their services.
Section 26. Trainers and instructors, must have current trainer/instructor liability insurance on file with
WSC, obtain WSC Board approval, and pay a usage fee based on the Schedule of Fees. Upon approval
they may use WSC facilities to give lessons or train horses. However, a WSC member must be in
attendance when the trainer/instructor is using the facilities. The trainer/instructor must sign WSC liability
form prior to using WSC facilities. (Attachment 1) All non-WSC riders must sign a liability waiver before
taking each lesson.
a. An instructor and/or trainer is defined as WS member or non member who conducts
equestrian instruction and/or trains a members’ horse for compensation, for one
person or a group, on a regular/irregular or recurring basis.
EQUISURE DEFINITION OF INSURANCE REASON: Designed to protect horse
professionals from alleged negligence, error or omission from third party claims arising
from the professional's insured activities.
b. Members who instruct other family members, members who train their own horses, and
members who provide horsemanship or horse training tips to other members on a
non -compensated basis are excluded from these definitions.
c. Guest and/or outside lesson horses need to have a complete medical packet
with the medical secretary prior to visits.
Section 27, Trainers and event horses, are not allowed in member barns or paddocks at anytime, but may
be allowed in the common use areas provided there is no opportunity for nose-to-nose contact with the WSC
herd.
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Section 28. Horse trailers will only be kept in a WSC board assigned area.
Section 29. Workdays
a. There will be one workday held each month: The first Saturday followed by a general
membership meeting. A second supervised workday will be added every month on an
as-needed basis for those members who are not able to attend the regularly scheduled
workday. Four (4) hours of participation in one of the monthly workdays or in a preapproved project is mandatory. Workday begins at 8:00 a.m.
b. Workday participation is considered an expression of the member's or share boarder’s
interest in, and support of, WSC. Participation in workdays is required for membership
and share boarding in WSC. Workday participation is assessed monthly and assigned to
the individual barn for full members and individually to share boarders. It is the
responsibility of the Equipment Officer to maintain their participation records.
c. Workday participation may be performed by the member/spouse, by a family member
fourteen (14) years of age or older with a parent or by another person approved by the
Equipment Officer and that person must sign a liability waiver. However, the member is
responsible for ensuring workday participation.
d. Credit will be given for participation on a workday or in a pre-approved project only as
established by the Equipment Officer.
e. Members may request to be excused from a workday by providing the Equipment Officer
with a written explanation of the request.
f.
Each member may bank up to four work hours per calendar year to be used in the event
of an emergency, vacation, or donation.
g. Work hours may be used for donation to other members, separate from the bankable
hours.
f. Special workdays: It may be necessary, for the good of WSC, to require members to perform extra
work for special purposes, emergencies, or to meet WSC commitments. Where possible, these additional
special projects will be performed on a designated workday. The Equipment Officer will maintain
records of special workday participation.
Section 30. Dues and Fees:
a. Dues and fee amounts will be proposed by the WSC Board and voted on by the
general membership.
b. A security deposit of $200.00 and first month dues will be provided to the WSC
Treasurer, upon acceptance of the member and issuance of barn, prior to a member
moving a horse into a paddock.Ppayment of monthly dues should not be contingent
on having a horse but on accepting the barn. This deposit will be refunded if all
termination requirements are met.
c. The deposit is refundable upon termination of membership if the following qualifications
are met:
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1) The paddock meets club standards as determined by inspection sheet and by the
board.
2) The member turns in a written resignation letter, with a forwarding address and a
request for refund of security deposit to the WSC president or treasurer within ten
days of barn clearance.
Section 31. Boarding dues.
a. Dues for each barn and up to two horses are $100.00 per month and will be given to the
club treasurer (by mail or in person) and are due on the 1st of each month.
b. Share boarder/sub boarder dues are $25.00 per month and will be given to the club
treasurer (by mail or in person) and are due on the 1st of each month.
c. Sub boarders own their own horse but share a barn. In addition to the $25 monthly,
tthey are responsible for at least half of the barn dues assessed. Sub boarders are also
responsible for completing work hours (4) each month and to ensure that their horse is
current with all medical requirements. Sub boarders are not allowed to vote. WSC
strongly suggests that sub boarders get on the wait list for their own barn.
d. WSC will assess a late fee of $50.00 after the first of the month, if the previous
month’s dues were not paid.
e. Monthly dues will be prorated based on 30 days at the time of acceptance into
membership or resignation.
f.
Anyone who wishes to stable a third horse is required to obtain approval of the WSC
Board and pay an additional fee of $50.00 per month. If the horse is not in the paddock
for the entire month, the board will be prorated based on 30 days.
g. Assessment fee for a member who cannot complete required workday participation, and
prefers to pay a fee, will be $60.00. The fee must be paid by the 10th of the month
following the missed participation.
h. Overnight stabling will be allowed only in the quarantine pens if they are available.
Stall fees will be $10.00 a night. Club members will only be allowed to use overnight
stabling (quarantine pens only) if there is space available. Stall space during horse events
shall be primarily for non-club member's horses. Stalls shall be cleaned and inspected
prior to departure and returned in the same condition as received.
i.
Each event will be considered on a case by case basis. All requests to rent the arena
will be presented to the general membership unless extenuating time constraints exist.
Persons wishing to rent the arena will meet with the board. A $150.00 usage fee will
be charged.
Section 32. Fines.
a. A $25.00 charge will be levied for checks written on insufficient funds. This amount is
subject to change without notice.
b. Payment by check will be made payable to Wheeler Saddle Club and must include
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complete current name, address and phone number.
Section 33. Equine Rules:
a) Failure to maintain required deworming and vaccination schedule may result in the horse in
question being moved to the quarantine stalls by owner until proof is presented to the WSC
Medical Record Keeper. Vaccinations will only be administered by a licensed veterinarian.
b) Vaccinations required for permanent stabling on WSC are:
i. Eastern and Western Encephalomyelitis annually Tetanus - annually
ii. Rhinopneumonitits - semi annually.
iii. Equine Influenza - semi annually.
c) For horses stabled on WSC property permanently, proof of current vaccinations must be submitted to
the WSC Medical Records Keeper within ten (10) days of the vaccinations. Failure to maintain
current vaccinations may result in termination of boarding contract. THERE IS ONLY A 30
DAY GRACE PERIOD.
d) Horses may be allowed to roam freely, that is without any form of restraint, when they are within
the fenced confines of an individual barn area or in one of the designated fenced pasture areas.
When horses are in other areas, to include that portion of the owner's barn area that is unfenced,
and in public areas, they will be under restraint for the safety of both horses and humans.
Approved restraints include under saddle with rider mounted, or secured by reins, lead line or
cross ties. A horse outside of the designated fenced areas is not considered suitably restrained
when it is under voice command only. Do not tie or stake horses to fencing.
e) All horses must be supervised when left in turn out.
f) Only horses stabled at WSC will be allowed in the member's barn/stall or paddock area.
g) Horses will not exceed a SLOW TROT in the stables area or on the road between the stables and
the arena.
h) No horses will be ridden beyond Denny Road, in the housing area, designated range area,
training areas, on any athletic field, or on/near the flight line, hangar area, or maintenance areas
of Wheeler Army Airfield, without written permission of the Garrison Commander.
i)
No stallions over the age of six months will be stabled on WSC property.
j)
Colts born on WSC property, after the age of six months will be judged on a caseby-case basis in regards to gelding, but not allowed after one year. Colts after six
months of age that have been determined by the Board to be a nuisance due to
stallion-like behavior or colts that have reached one year of age will be required to be
gelded or removed from WSC at the owners’ expense, within thirty days. The colt
will be confined based on the Board recommendations and proper signage will be
put up.
k) Base vet inspects quarterly and if time and staff permits, may conduct vaccination clinics
for eligible owner’s cats and horses. The base vet may examine, recommend/advise
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treatments and order quarantine of WSC horses if necessary, to control the spread of a
contagious disease /condition, as well as perform coggins testing and health certifications.
he/she does not replace a civilian veterinarian and does not have the equipment or facility
for equine care.
l)
Deworming at WSC is done on a regular deworming schedule.
1. Fecal count to be done once a year. Highly recommend sending to Dr. Himenes, as
the Schofield Barracks VTF may not have personnel who are familiar with equine
parasites, resulting in false positives. The cost for the services of Dr. Himenes is
approximately $30.00. It is the member’s choice as to which service he/she will
utilize.
2. Entire herd will de worm once a year with Quest Plus. However, there will be those
outliers who, for whatever reason (i.e., horse not the required weight, horse too
young, horse reaction to de wormer, etc.), cannot utilize Quest Plus. The member
will need to work out an individualized plan for the horse.
3. Entire herd will de worm six months later with ivermectin.
4. If the member chooses to de worm the horse(s) more than the policy requires, please
turn in the de worming tubes to Medical Records. The goal is to individualize a de
worming program for each horse, and identify those horses with a heavy parasite
load. The Board would like to track what everyone is doing for research purposes.
5. The industry gold standard is to do fecal count before de worming, and another 14
days later, with a reduction of at least 90% on the follow up fecal count; if not your
de wormer is NOT working. If the member wishes to follow this standard, that is
their choice.
6. All horses with a positive fecal egg count will NOT be allowed in common turnout
pastures until the parasite load is reduced.
m) WSC with regards to equine care/transport and quarantine, complies with state laws, army
regs and post vet recommendations.
n)
Each horse shall have its own stall or cover. If a 3rd stall or cover is required, the WSC
board’s approval will need to be obtained for the proposed permanent structure and design,
at owner’s expense.
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Section 34. Round pen/arena rules:
a. There is a time limit of thirty (30) minutes per session in the round pen if other club
members are waiting to use it. Members/sub boarder should wait for their turn at least
15 feet away from the round pen.
b. All gates shall be closed and secured after each use.
c. Main arena: no equipment shall be left in the main arena after each use. All poles,
barrels, jumps, mounting blocks, obstacles, tarps, etc. shall be stored in the storage area
after each use.
Section 35. Members may use the turn out areas at their own risk. Horse owner must be on premise or
have a designated WSC member overseeing their horse(s) while it is in the turn out area.
There is a 60 min time limit if someone is waiting.
Section 36. SPEED LIMITS
a. SPEED LIMIT WITHIN WSC GROUNDS IS 10MPH.
Section 37. Quarantine and in-bound horses to herd.
Quarantine. The state standard for release from quarantine is that the horse is negative for
equine infectious anemia (EIA) and that all required vaccinations are current.
A. The coggins test checks for equine infectious anemia (EIA) antibodies in the horse's blood.
equine infectious anemia (EIA) is a viral disease for which there is no vaccine and no cure. Most
horses succumb rapidly to EIA whereas others will show no symptoms despite being infected for
life. These horses still harbor the virus and during times of stress may become ill. It is because
of these healthy appearing carriers that all newly introduced horses must be tested; failing to do
so will jeopardize the entire herd.
B. The disease is spread by vectors and occurs anywhere horseflies, deerflies, and mosquitoes
live. If they bite an infected horse and then bite a healthy horse, the disease is transmitted. The
virus does not live for very long on the vector, maybe as little as fifteen or thirty minutes.
Because of this, for one horse to infect another they must be in close proximity to each other.
(1) Horses directly entering WSC from outside the state of Hawaii will be tested for EIA
and quarantined in accordance with Hawaii state law for a period of at least 45 days. Horses
directly entering WSC from outside Hawaii will not be released from quarantine until a second
negative coggins test and a health certificate from a certified veterinarian is received by stables
board, in writing. In no case will horses arriving from outside Hawaii be removed from
quarantine until approved in writing by the Schofield barracks veterinarian or a licensed civilian
veterinarian and that written approval is received by Wheeler stables board member. Failure to
comply with approved quarantined procedures could result in additional quarantine for the horses
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in questions, removal of the horses from WSC premises, and/or boarding privilege termination.
(2) Horses must be fly sprayed daily and remain, at a minimum, 200 yards away from any
horse at all times; maintaining this distance is the responsibility of the owner of the horse in
quarantine. Horses in quarantine are allowed in the main arena, when it is not being used, for
turn-out, riding and exercise.
C. Horses moved within Oahu will be allowed free movement (no quarantine provisions)
provided that the below listed conditions exist.
(1) If imported within the last calendar year, they were tested and found negative for EIA
as outlined in paragraph 4.b.(1) above and are not currently under quarantine elsewhere.
(2) They are native horses (born in state); because of reasonable certainty that horses born
and raised on Hawaii are not infected with EIA and state law requiring testing of non-native
horses prior to permitting their interaction with other horse in Hawaii, a negative coggins test is
not required
D. Native horses transported inter-island are subject to a 10 day quarantine under the same
conditions of paragraph 4.b.(2) above. They will be checked out of quarantine by a stables board
member who will ensure the horse(s) is free from obvious signs of illness (coughing, snotty nose,
etc.). If the stables board is concerned about the suitability of the horse to be released in to the
herd, the board will require written approval from the Schofield barracks veterinarian and/or a
licensed civilian veterinarian prior to the horse(s) release from quarantine.
ARTICLE III - FUNCTIONS/ACTIVITIES AND OPERATING PROCEDURES
Section 1. WSC functions and activities are to provide the community with a high-quality recreation
facility that offers safe, fun, developmental equine activities and therapeutic services
designed to benefit the entire military and the local community.
ARTICLE IV - MEMBERSHIP
Section 1.
Membership is restricted to the following:
a. Membership is open to active duty and retired military, active and retired reservists/
National Guard, qualified dependents, active and retired Department of Defense
(DoD) personnel and authorized DoD contractors with an active CAC card.
1) First priority for boarding: Active-duty personnel and their dependents, full-time
Active Reservists/National Guard, reservists/National Guard and retired military and
their dependents.
2) Second priority for boarding: DoD and Coast Guard civilian employees.
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3) From the time of the change in status to clear the stable (i.e. change in status by
leaving military service or Third priority for boarding: Authorized DoD
contractors with an active CAC card.
4) Share Boarders: A share boarder is an individual who wishes to enjoy the same rights
and responsibilities of a boarder but does not have a horse that he/she wishes to board
at the WSC. Share boarders are not allowed to vote.
5) Sub-boarders: A sub-boarder is an authorized individual//family that owns their own
horse but is not the primary boarder. (they are sharing a primary boarders’ barn) They
owe at least ½ of the board sum and work hours to the club, but do not have voting
privileges.
Section 2. Waitlist for current members:
1. Any member who sells a horse, and the authorized person who purchases the horse
has the option of taking possession of the barn the horse resides in, pending board
approval. This person will supercede all persons on the waitlist.
2. Any member who leaves the club membership, or relocates to another barn withing
the club, and has an authorized share boarder or sub boarder in situ, the share boarder
or sub boarder may take possession of the vacated barn as a full horse-owning
member, by either buying or leasing a horse, pending board approval. This person will
superceded all persons on the waitlist.
3. Any Active Duty sub boarder or share boarder may obtain a barn to become a full
horse owning member, pending board approval. This person will supercede all
persons on the waitlist.
Section 3. Change in Eligibility.
a.
If a boarder has a change in eligibility, ex: from active duty to retired military, they
will inform the board of this change within 10 working days. Boarders who still meet
the eligibility requirements to board a horse at WSC will not be evicted simply because
their status has changed. In addition, the boarder's date that he/she began as a boarder at
WSC will continue to be the same date and that date will be used for purposes of
determining seniority.
b. When a military member retires or otherwise changes status that enables entitlement to
WSC membership, that member must reapply for membership if necessary to ensure
active-duty military ratio of 51/49% is maintained.
c. If a boarder can no longer meet the eligibility requirements he/she will be given 30 day
grace period.
Section 4. An equine must be in the member’s barn within 30 days of vacancy, for whatever reason.
Additional extensions may be requested in writing to the Board in 30 day increments,
pending Board approval.
Section 4.
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A member is in good standing when he or she adheres to and is in full compliance with all
of the Wheeler Saddle Club’s Constitution and By-Laws and has attended 8 meetings per
calendar year.
Section 5.
The rights of voting and holding an office are reserved for WSC members who are in good
standing (in full compliance with all of Wheeler Saddle Club’s Constitution and ByLaws).
Section 6.
All issues to include: grievance procedures, complaints, or violations of WSC rules will be
resolved internally.
a.
Step 1. The issue in need of resolution will be presented/reported to the board either
verbally or in writing. The board will resolve the issue. If the member is not satisfied
with the resolution proceed to step 2.
b.
Step 2. The issue can be taken to the general membership for resolution. The decision of
the general membership is final.
Section 7. Membership in WSC may be terminated voluntarily or involuntary:
a. Voluntary Termination.
1) A PCS move from Hawaii or termination of civil service or military status.
2) A Member's written notification to the board no less than 30 days prior to vacating.
(Attachment 5) for voluntary separation for any reason.
3) If a club member submits his/her resignation in writing (Attachment 5) to a board member, the
member will not be allowed to revoke his/her resignation without good cause. He/she may
reapply for club membership.
a.
Involuntary Termination
1) Membership may be terminated involuntarily for reasons affecting Wheeler
Saddle Club morale or welfare. The board will present reasons/justification to
the affected club member(s) in writing, (by personal delivery or certified mail).
The member will have seven (7) days in which to appeal the proposed
involuntary termination to board. Involuntary termination may be initiated by
the WSC Board for the following reasons:
i. Failure to comply with Army and Post Regulations and Policies.
ii. Failure to comply with WSC Constitution and By-Laws
iii. Misuse of club property or equipment.
iv. Theft of another member's personal property or theft of WSC property.
v. Fighting or physical assault on another club member while on WSC property.
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ARTICLE V - OFFICERS AND GOVERNING BODY
Section 1. The WSC officers will be comprised of a President, Vice President, Secretary, Treasurer,
Medical Record Keeper, Equipment Officer, and Events/Activities Officer. Any board
member that does not uphold and practice the WSC Constitution and By-Laws will be given
an opportunity to defend his or herself before the board, if the member is dissatisfied with the
resolution by the board, the issue may be addressed and voted on by the general membership.
ARTICLE VI - DUTIES OF OFFICERS
Section 1. The board members constitute the WSC Board, which is the organizational and governing
body of WSC. The board is responsible for day-to-day operations of the WSC and ensuring
that the members comply with Army and Post regulations, and the WSC constitution and bylaws.
a. The board will present to the general membership all issues that are to be discussed and
voted on by the general membership. Operations and decisions (minutes, finances, rosters,
supplies, etc.) of WSC shall be made transparent to the membership. Members (or eligible
family members) (AR 210-22) are eligible to serve on the Board.
b. Military and DOD employees at no time shall use their official position to inappropriately
influence the club.
c. The board members primary responsibilities will be to abide by and enforce WSC
Constitution and By-Laws.
ARTICLE VII - ELECTIONS AND VOTING
Section 1. Election procedures:
a. Nominations shall be made by the members annually in December.
b. Election for new officers shall be conducted by written ballot at the January monthly
meeting.
c. Winners will be determined by the majority or quorum of members.
d. Votes will be counted by the Secretary and at least two members in good standing, and
winners will be announced prior to the end of the meeting.
e. To be eligible for office candidates must be in good standing by the governance of the
WSC Constitution and By-Laws.
f. Officers shall be elected members of Wheeler Saddle Club and shall take office on 1
February. Elected officers must receive a simple majority of votes to be elected by the
membership present at the time of voting. Officers will be in the office position for one
term (one year), and can hold the same office position for only two consecutive terms.
There will be a one-year wait-period for board positions before a member can run for the
same position, if he/she held the position for two consecutive years.
g. The Secretary will type up election ballots based on the slate developed at the December
general membership meeting. Ballots will be distributed at the January general
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membership meeting.
h. The newly elected WSC Board will assume office on 1 February, unless a special election
is held. In the case of a special election, the newly elected board member will assume
office the first day of the month following the election.
i.
Board members will serve one (1) year terms. If the President resigns or is impeached for
any reason, the vice president will fill the president’s position until the next general
election. If any other board member resigns, nominations will be taken and the general
membership will vote on the replacement during the next scheduled general membership
meeting. This replacement will be a full voting member of the board.
j.
President, Vice President, and Treasurer will not be held by more than one member from
the same barn.
Section 2. Voting Procedures:
a. WSC members may not vote by proxy.
b. Each barn is entitled to one vote in the election process.
ARTICLE VIII - STANDING COMMITTEES
Section 1. The committees shall be formed as needed.
ARTICLE IX - FUNDING SOURCES
Section 1. As a Private organization, WSC will receive its funding from membership dues/fees.
ARTICLE X - TAXES
Section 1. WSC will be operating as a non-profit organization. Income generated will be used for stable
operations, supplies, and maintenance.
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ARTICLE XI - INSURANCE COVERAGE
Section 1. All members, shareboarders and adult dependants are required to maintain private liability
insurance in the amount of at least $50,000 in order to be involved in any equine activity at
WSC. The WSC secretary has copies of all members’ insurance policies on file as part of a
required document for in-processing. It is the member’s responsibility to update this copy
prior to liability insurance expiration date. The WSC will also carry general liability insurance
for all properties maintained by the WSC.
ARTICLE XII - MEETINGS AND QUORUMS
Section 1. Regular meetings shall be on the first Saturday of the month following a 1200 luncheon
at the aloha long shed.
Section 2. Special meetings may be called by the president or vice president in the president’s
absence.
Section 3. The established quorum for all WSC voting will be one half of the membership, plus one.
Section 4. One member from each barn is required to attend eight (8) meetings a fiscal year to
maintain voting privileges. Members are strongly advised to attend each meeting to stay
informed and current on matters pertaining to WSC and to represent their views and desires
for the club through voting.
ARTICLE XIII - AMENDMENTS
Section 1. The constitution shall be ratified by a simple majority vote of the members attending the
meeting.
Section 2. Amendment to the By-Laws may be proposed by any member in good standing and submitted
to the board for review. Upon board approval, the proposal will be submitted to the
membership for a vote. Changes passed by the membership shall be submitted to the WSC
board.
ARTICLE XIV - DISSOLUTION
Section 1. If the organization is dissolved, all funds in the treasury at the time will be used to meet
outstanding debts, liabilities, or obligations. The balance of these assets will be disposed of as
determined by the membership and approved by a simple majority vote.
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CLUB BY-LAWS
ARTICLE I - RULES OF PROCEDURE
The club shall be guided in its procedures by Wheeler Saddle Club’s latest established edition in the
Constitution and By-Laws.
ARTICLE II - DUTIES OF OFFICERS
The primary duties of the board shall be:
1. The President shall:
a. Be ultimately responsible for the operation of WSC and will report to, on matters concerning
WSC, to the membership.
b. Be responsible for initiating the updating of the Constitution and By-Laws as described.
c. In the event of a Board tie vote, cast the deciding vote to break the tie.
d. Have co-approval authority for spending club funds (expenditures under $500) with co-approval
of the WSC Treasurer.
e. Counsel members who violate the Constitution and By-Laws.
f.
Prepare and distribute notices to club members who violate the Constitution and By-Laws.
g. Enforce the Constitution and By-Laws
h. Meet with committees members
i.
Be a selfless role model putting the membership before self
j.
Foster and maintain a healthy morale and unity among the membership
k. Provide a strong leadership that is fair in equality and honest with transparency
l.
Be an advisor to the committee members and participate in WSC workdays, events and activities
m. Notify members who have failed to vaccinate and/or worm their equine(s) as scheduled and
require their equine(s) to be moved to the quarantine stall within 24 hours of notification until
proof of worming and/or vaccinations has been submitted to the Medical Record Keeper.
2. The Vice President shall:
a. Assist the president as needed.
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b. Assume the duties and responsibilities (i through u) of the President during his/her absence.
c. Make paddock assignments for accepted new members and for members who wish to change paddocks.
Paddock assignment is based on seniority
d. Conduct move-in and final clearance inspections of all paddocks.
e. Have co-approval authority for spending club funds (expenditures under $500) with the co-approval
of the WSC Treasurer.
f. Ensure voter eligibility for general membership meetings.
g. Accept, compile all necessary documents, check references, and screen new applications for
membership from applicants in a first come first serve basis according to the constitution and bylaws.
h. Oversee a sponsor is assigned for the new member
i. Provide members (via email) with a list of applicants as the list changes.
j. Be responsible for the operation of WSC and will report to (on matters concerning WSC) to the
membership.
k. In the absence of the president, in the event of a board tie vote, cast the deciding vote to break the tie.
l. Have co-approval authority for spending club funds (expenditures under $500) with the WSC Treasurer.
m. Counsel members who violate the Constitution and By-Laws.
n. Prepare and distribute notices to club members who violate the Constitution and By-Laws.
o. Enforce the constitution and by-laws
p. Meet with committee members
q. Be a selfless role model putting the membership before self
r. Foster and maintain a healthy morale and unity among the membership
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s. Provide a strong leadership that is fair in equality and honest with transparency
t. Be an advisor to the committee members and participate in WSC workdays, events and activities
u. Notify members who have failed to vaccinate and/or worm their equine(s) as scheduled and
require that proof of worming and/or vaccinations be submitted to the Medical Record Keeper
within 24 hours of notification.
3. The Secretary shall:
a.
Record the minutes of both the board and the WSC General Membership meetings. He/she will
forward copies of the minutes to the President within seven (7) days of the meeting for his/her
signature.
b.
The secretary will send a copy of the minutes to the membership via email. Discrepancies in the
minutes will be resolved by the board
c.
Maintain copies of the signed minutes in the WSC file
d.
Submit copies of the minutes to USAG-HI, DWSC annually.
e.
Maintain records of all membership application packets
f.
Maintain records of move-in and departure paddock inspections.
g.
Maintain Standard Lease Agreements
h.
Maintain Request for Membership Terminations
i.
Maintain Constitution and By-Laws Acknowledgment Sheet.
j.
Maintain applications and seniority list and provide to members via email.
k.
Update and maintain rosters of current membership with addresses and phone numbers (all
contact information) and provide to membership via email.
l.
Maintain all insurance information as required by the WSC Constitution and By-Laws
m. Maintain the master copy of the current WSC Constitution and By-Laws and promulgate all
changes approved by the WSC Board, membership and distribute changes to the General
Membership within seven (7) days of the their approval.
n.
Notify the board of members who are delinquent with their document responsibilities.
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4. The Treasurer shall:
a.
Collect membership/barn dues each month.
b.
Provide financial report to board and membership.
c.
Deposit money in WSC account at designated bank.
d.
Withdraw funds from bank account per president/vice president’s requests.
e.
Apply for General Excise Tax and report statement semiannually.
f.
Notify the board of members who are delinquent in payment/dues.
5. Medical Record Keeper shall:
a. Maintain authorized equine medical records.
b. Maintain equine Quarantine Checklist.
c. Notify the board of members who are delinquent with their equine medical responsibilities.
6. Equipment Officer shall:
a. Form a committee who will assist the Officer.
b. Maintain equipment and rent or purchase equipment.
c. Prepare a monthly report on workday projects to be presented at the board and general
membership meetings. Maintain a list of outstanding work orders and other projects and keep the
board posted on the status of projects.
d. Maintain workday participation records.
e. Maintain equipment and supplies records.
f.
Notify the board of members who are delinquent with their workday hours.
g. Notify the board of lost, misused or damaged equipment.
h. Determine workday projects and announce upcoming projects at the general membership
meeting.
i.
Supervise, assist, and facilitate members during workday.
j.
Attend board and membership meetings to provide status on maintenance of equipment, workday
hours, and assignments for workdays and projects.
k. Ensure equipment for workdays is ready to be used for workday prior to the day of work.
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l.
Ensure equipment is cleaned by member after use.
m. Provide training and assistance in equipment usage.
n. Maintain and clear manure pile.
o. Work with treasurer to order supplies and equipment.
p. Enforce safety regulations
7. Events/Activities Officer shall also serve in the role of the Volunteer Coordinator:
a. Form a committee who will assist the Officer.
b. Attend board and membership meetings to provide status on events and activities.
c. Coordinate recreation events/activities for club members and community.
d. Select a sponsor for newcomers for the first week upon arrival.
ARTICLE III - DUTIES OF COMMITTEE OFFICERS
1. Committees that are formed shall have duties assigned as appropriate by the board.
2. Committee Officers shall inform the board of their committee events and activities.
Attachment 1 Release, Hold Harmless, and Indemnification Agreement
Attachment 2 Application for Full Board/Wait List
Attachment 3 Application for Share boarder
Attachment 4
Attachment 5
Attachment 6
Attachment 7
Attachment 8
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Constitution & By-Laws Agreement Acknowledgment Form
Resignation / Termination of Boarding Arrangement
Move In Barn/Paddock Inspection
Departure Inspection
Equine Quarantine Checklist
Attachment 1
WHEELER SADDLE CLUB (WSC)
PO Box 861670
Wahiawa, HI 96786
RELEASE, HOLD HARMLESS, AND INDEMNIFICATION AGREEMENT
1. In consideration of my voluntary participation in an equine activity, I understand and agree to the
following:
a. Such equine activity has certain inherent risks, including but not limited to a horse’s propensity to
act in ways which can cause injury, harm or death, a horse’s reaction to sudden sounds or movement, the
existence of certain hazards such as surface and subsurface conditions, and the possibility of collision
with other objects.
b. Appropriate safety equipment will be worn at all times (children under the age of 18 years are
required to wear ASTM/SEI approved helmets while riding a horse at Wheeler Saddle Club; additionally,
all riders will wear ASTM/SEI approved helmets when jumping a horse).
2. Being aware of the risks involved in participating in such activity, including death, personal injury,
property damage or property loss, I hereby agree to the following in the event death, personal injury,
property damage, or property loss occurs to me, horse or property as a result of the above mentioned
activity.
a. I hereby agree that I will hold harmless and not institute any claim or bring any suit against the
Wheeler Saddle Club, its officers, employees, agents and volunteers because of said death, personal
injury, property damage, or property loss including the death of horse(s).
b. I hereby agree to defend Wheeler Saddle Club it’s officers, employees, agents and volunteers in the
event that WSC, the United States, its agencies and their officers, employees and agents have any claims
or suits presented against them because of said death, personal injury, property damage or property loss
including death of horse(s). I additionally agree to indemnify and reimburse Wheeler Saddle Club and its
officers, employees, agents and volunteers for any costs or awards incident to a suit or claim presented
against them because of said death, personal injury, property damage, or property loss including the death
of horse(s).
c. I hereby release and discharge Wheeler Saddle Club its officers, employees and agents from any and
all claims based on said death, personal injury, property damage, or property loss including the death of
my horse(s).
d. I acknowledge an understanding that the activity is conducted without Wheeler Saddle Club
assuming any liability for death, personal injury, property damage or property loss occurring in
conjunction with the above activity.
e. I expressly assume the risk of harm to another participant, their horse, or their property which is
caused by my action or inaction and will accept responsibility for that harm (financially and otherwise)
and agree to indemnify (reimburse) Wheeler Saddle Club for losses, damages, or costs.
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3. The provisions of this document are binding not only on me but on my agents, heirs, assignees, or any
other persons or entities claiming on my behalf.
Release, Hold Harmless, and Indemnification Agreement Cont d.
WHEELER SADDLE CLUB
’
Signature
PHONE # / BARN # ____________________
Date:
Printed Name
If signing for minor child/children, please provide name(s) of child/children and your relationship:
Printed Name of
Child
Minor
Relationship
Age
Relationship
Age
Relationship
Age
Relationship
Age
Printed Name of
Child
Minor
Printed Name of
Child
Minor
Printed Name of
Child
Minor
Signature of
and/or
on behalf of my above named child/children
Signature of
________________________________
(Printed Name)
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Parent Individually
Date
Witness
APPLICATION FOR FULL BOARD / TO BE PLACED ON WAIT LIST
Sponsor’s Name: _______________________________________________ Date: _______
(Check One)
Active Duty/FT Reservist: ___ Reservist: ___ Retired: ___ DOD Civilian: ___ Other: _
ETS/PCS/DEROS Date:______________________________________________
Branch of Service and Rank, if applicable: _____________________________________
Home Address:
Street/Apt#
City
HI
Zip
Work Address:
Home Phone: __________________ Work Phone: ___________________ Cell Phone:
E-Mail Addresses: 1. _________________________________ 2. ____________
Dependents:
Name
Relationship
Age
Gender
1. ____________________________________________________________
2. ____________________________________________________________
3. ____________________________________________________________
4.
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Application for Full Board / to Be Placed on Wait List cont.d.
Horses:
Name
Breed Age
Mare/Gelding
Description
1.
2.
I understand that to stable my horse(s) on Wheeler Army Airfield, I must comply with the Constitution &
By-Laws of Wheeler Saddle Club, Wheeler Army Airfield Regulations, and Wheeler Saddle Club
Officers’ decisions. I also agree to pay monthly club fees by the 1st of each month and give written
notification to WSC Vice President when I desire to terminate my boarding arrangement. I hereby certify
that I have read, understand, and agree to comply with the Constitution & By-Laws of Wheeler Saddle
Club. My dependents or I will actively participate in Wheeler Saddle Club sponsored horse shows, fundraisers, meetings and scheduled work days. I will maintain personal liability insurance of at least $50,000
per horse. I further understand that failure to abide by the aforementioned statement can be considered
grounds for dismissal from Wheeler Saddle Club.
Signed:
Wait list REQUIRED ITEMS:
1.
2.
3.
Release, Hold Harmless, and Indemnification Agreement
date
Completed
Application Form
date
Copy of ID cards
date
REQUIRED ITEMS FOR BOARDING:
1. Proof of liability insurance, minimum of $50,000.00 to cover damages or injury caused by any
horse
______________________________________________ ridden/handle
d by member and adult dependants _________________
date
2. Deposit ($200) ______
date
3. Proof or current shots, worming
date
4. Coggins testing (if required) _
date
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APPLICATION FOR SHARE BOARDER/SUB BOARDER
Sponsor’s Name: _______________________________________________ Date:______________
(Check One)
Active Duty/FT Reservist: ___ Reservist: ___ Retired: ___ DOD Civilian: ___ Other: ___
ETS/PCS/DEROS Date: ____________________________________________
Branch of Service and Rank, if applicable: _____________________________________
Home Address:
Street/Apt# City _____________________HI, Zipcode _______________
Work Address:
Home Phone: ________________ Work Phone: _______________ Cell Phone: ____________________
E-Mail Addresses: 1. ___________________________________ 2. ___________________________
Proof of liability insurance minimum of $50,000.00 to cover any horse ridden/handled by share boarder
Expiration date: ____________________
Dependents:
Name
Relationship
Child’s Age
Gender
1.
_______________________________________________________________________
2.
_______________________________________________________________________
3.
_______________________________________________________________________
I understand that to maintain my share boarding privileges on Wheeler Army Airfield, I must comply
with the Constitution & By-Laws of Wheeler Saddle Club, Wheeler Army Airfield Regulations and
Wheeler Saddle Club Officer decisions. I also agree to pay monthly club fees by the 1st of each month
and give written notification to Wheeler Saddle Club Officer when I desire to terminate my boarding
arrangement. I hereby certify that I have read, understand, and agree to comply with the Constitution &
By-Laws of Wheeler Saddle Club. My dependents or I will actively participate in Wheeler Saddle Club
sponsored events, fund-raisers, meetings and scheduled work days. I further understand that failure to
abide by the aforementioned statement can be considered grounds for dismissal from Wheeler Saddle
Club.
Signed _________________________________________________________Date _________________
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Application for Share boarder cont’d.
I, ____________________________________________________ , hereby relinquish all
(Print Name)
claims against the United States Government, Wheeler Army Airfield, and Wheeler Saddle Club for any
injury to myself, horse or other property/equipment while riding as a guest of Wheeler Saddle Club. I
agree to abide by all rules set forth by Wheeler Saddle Club and Wheeler Army Airfield. Affixing my
signature to this letter constitutes an agreement by me that I shall: 1) Be subject to the rules and
regulations of Wheeler Saddle Club and Wheeler Army Airfield; 2) Agree to hold Wheeler Saddle Club,
its boarders, and Wheeler Army Airfield harmless for any injury or loss suffered during or in connection
with my riding as a share boarder on Wheeler Army Airfield to, whether or not such injury or loss
resulted from the Wheeler Saddle Club area or surrounding vicinity.
Signed ___________________________________________________ Date _____________________
SUB BOARDER IS SHARING BARN WITH:_______________________________________
SIGNATURE OF PRIMARY BOARDER
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CONSTITUTION & BY-LAWS ACKNOWLEDGMENT SHEET
I _____________________________ , hereby acknowledge I have read, understand, and will abide by
the Wheeler Saddle Club Constitution & By-Laws Additionally, my signature certifies that my
dependents have read, understand, and will abide by the Wheeler Saddle Club Constitution & ByLaws.
Signed: ______________________________________________Dated:
(sponsor)
This form is to be filed in personal record of the above individual.
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Attachment 5
WHEELER SADDLE CLUB
PO Box 861670
Wahiawa, HI 96786
RESIGNATION / TERMINATION OF BOARDING ARRANGEMENT
I,
, wish to terminate my boarding arrangement
(Name)
with Wheeler Saddle Club effective date ____________________ . I understand that once this letter is
signed by the Wheeler Saddle Club Vice President or an appointed Wheeler Saddle Club representative,
resignation or termination is final.
1. A refund of $ _______ that is due to me is to b
Boarder has/has not cleared
termination paddock inspection this date:
_______ .
Wheeler Saddle Club Authorized Representative/Date
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MOVE-IN BARN/PADDOCK INSPECTION
The following areas of Paddock #___________ rented by ____________________________
was inspected in accordance with the Wheeler Saddle Club Constitution & By-Laws. The results of the
inspection are listed below.
1.__________________________Barn was last painted on ___________ . (Entire barn to be painted-interior and exterior
walls and tack room)
2.___________________There are no loose boards.
3.________________________All fences are in good repair.
4. _______________ All water pipes are in good repair.
5. _________________ Paddock has been mowed and excess grass removed.
6._________________Front grass area is mowed and grass removed.
7.________________________All personal material is removed from all areas.
8._________________All gates are in good repair.
9.________________________No roof leaks.
10. _______________Barn floors clean and in good repair.
11.__________________Area is free of all snag hazards.
Member’s barn/paddock is cleared for move-in. The following exceptions apply:
Date _________________________________________
Wheeler Saddle Club Vice President/Authorized Representative
Date
Member’s Signature
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DEPARTURE BARN/PADDOCK INSPECTION
Barn/Paddock __________ assigned to _______________________________was inspected in accordance
with the Wheeler Saddle Club Constitution & By-Laws, and Wheeler Saddle Club Vice President or
authorized representative. The results of the inspection are listed below.
1._________________________Barn has been painted. (Entire barn to be painted-interior and exterior walls and rooms)
2.__________________ Loose boards have been repaired or replaced.
3._________________________All fences are in good repair.
4. ________________All water pipes are in good repair.
5.__________________ Paddock has been mowed and excess grass removed.
6. _________________Front grass area is mowed and grass removed.
7._________________________All personal material is removed from all areas.
8. _________________All gates are in good repair.
9._________________________No roof leaks (if no leaks upon acceptance).
10.________________Barn floors clean and in good repair.
11.__________________Area is free of all snag hazards.
Member’s barn/paddock is not cleared for transfer. Item(s) must first be repaired or
replaced.
___________________________________________ Date _
Wheeler Saddle Club Vice President/Authorized Representative.
Member’s barn/paddock is cleared for transfer.
____________________________________________ Date _
Wheeler Saddle Club Vice President /Authorized Representative
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EQUINE QUARANTINE CHECKLIST
Member Name: _____________________________________Last Four SSN: ____________________
Address: ______________________________________ Home/Duty Phone: _________________
Horse’s Name:
Age:_________ Sex:__________ Breed: __________________ Color: _____________________________
1. Prior to arrival of horse, the prospective member provides to the Wheeler Saddle Club Representative
a. ____ A completed Full Boarding Application (Attachment 2).
b. ____ Proof of eligibility.
c. ____Evidence of current personal liability insurance coverage of at least $50,000.00 per horse.
d. ____Signed Constitution & By-Laws acknowledgment sheet (Attachment 4).
e. ____Deposit check. Checks will not be accepted/deposited until all other requirements are met.
f. ____Entry and post entry negative Coggins test results for horses coming from the mainland.
2. Upon arrival of the horse(s):
a. ___ Wheeler Saddle Club appointed representative assigns quarantine stall.
b. ___ Wheeler Saddle Club appointed representative verifies data and time of entry into quarantine.
Quarantine commenced on: ___________(date) at _________ (Time).
Wheeler Saddle Club Appointed Representative
Date
3. During quarantine:
a. ___ Horse has had no contact with other horses.
b. ___Quarantine has been for a minimum of 45-60 days for a non-native horse(s) (length of
quarantine based on return of second negative Coggins test by State).
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4. Release from Quarantine:
a. ___ SBVTF or licensed civilian veterinarian performs a TPR, CRT and MM evaluation.
b. ___ SBVTF or licensed civilian veterinarian determines if the horse(s) is to be released from or
retained in quarantine.
I have examined the above-named horse and find:
Animal is fit for entry on: _________________________at _______ .
SBVTF/licensed civilian veterinarian
Horses is/is not fit for Wheeler Saddle Club. The horse will remain in quarantine because:
SBVTF/licensed civilian veterinarian
5. Final processing.
a.
___ Wheeler Saddle Club appointed representative assigns member a barn/paddock.
b.
___ Member inspects barn/paddock with Vice President.
c. ____________________________________________________ ___ Member moves
horse to barn/paddock. Date: ____________________________________
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